This process will lead you through the complete property/owner onboarding process the PMiWAY. Click through to start onboarding!
PMI CONTRA COSTA
This process will lead you through the complete property/owner onboarding process the PMiWAY. Click through to start onboarding!
PMI CONTRA COSTA
Basic Information
Name Trustee/co-trustee or LLC Agent as the owner
Send This email, and complete the task.
You will want to send out the PMI Welcome Packet as soon as possible after the owner signs a PMA. This is your first opportunity to set the bar high with good communication and clarity around onboarding their investment. There are a few key steps to do that you will find below.
PM SERVICES, Send new client onboarding email below.
LEASE ONLY, Send new client onboarding email below.
Turn Share Link On
Attach the below forms to the property info email
Property Information Collection
Leasing
Appliance Information
HVAC Information
Utilities Information
Amenities
Parking & Storage
Insurance for Property Management Agreeement
It is a requirement of our agreement that property owners name PMI Contra Costa, as an additional insured/interest on your Public and premises liability insurance policy in an amount of no less than $1,000,000
please contact your insurance agent and ask to send a COI to our office by email or mail to 39 Quail Ct. Suite 102 Walnut Creek, CA 94596
HOA
NOTIFICATION
Send the Owner the following property information sheet by PDF packet.
Assign these tasks to the book coordinator
Assign this task to [email protected] to ensure all the below tasks get done.
Make sure to email this template once portal is enabled
Make sure to add center ID# 190302 to the widget filter on PW. At the bottom of the page of property in the Property module in PW, under “Marketing Information” there is a Field called “Widget Filter”
https://docs.google.com/document/d/1IEGWXztahrbVHi_phCw-BVtD9gg8Xigop4-NtPgXq-I/edit
Click on the link to watch a video of how to create an Owner and Portfolio in PW:
To create a new portfolio:
1. Go to the Properties Module
2. Under Related Activities, click New Portfolio.
3. Set all the information needed.
4. Under Ownerssection, click Add Owner. If the owner is an existing contact:
5. On Owner Name, enter the name and click Search.
6. Check off the box of the owner’s name.
7. ClickDone.
To create a new owner contact:8. ClickNew Owner.
9. Set all the information needed.
10. ClickSave.11. Back on the New Portfolio page, Click Save to create the Portfolio
There are two ways on how to create a new building/property.
To create Building under the Properties Module.
1. Go to the Properties Module.
2. Under Related Activities, click New Building.3. Select Multi-Unit Building option, Yes or No.4. Select Portfolio in the drop-down option.
5. Select Building Type.
6. Select Category.
7. Enter Building Name/Number.
8. Enter Building Abbreviation (by design this should automatically populate).
9. Enter the Property Address.
10. Enter other optional information .11. Click on Save.
To create New Building under Portfolio Level:
1. Go to the Properties Module
2. Click on the Portfolio Name.
3. Click on New Building.4. Select Multi-Unit Building option, Yes or No.
5. Confirm Portfolio in drop-down option.
6. Select Building Type.
7. Select Category.
8. Enter Building Name/Number.
9. Enter Building Abbreviation (by design this should automatically populate).
10. Enter Property Address.
11. Enter in other optional information.
12. Click on Save.
Assign these tasks to the book coordinator
We Need To Have Leases Documents on file and follow the Leasing process for the books team.
If the current lease with the current tenant is expired or is month to month, it must be drafted under our company.
Ensure all related documents are saved in Drive and uploaded in to PM Software
Add Marketing Descriptions in Marketing on PW
HOMEOWNER INSURANCE VERIFICATION FORM
It is a requirement of our company that our property owners name {{form.PMI_Company_Name_(e.g._PMI_Utah)}}, as an additional insured on your liability insurance policy.
Please complete this form, send it to your insurance company, and {{form.PMI_Company_Name_(e.g._PMI_Utah)}}.
The required amounts are as follows:
HOMEOWNER INSURANCE VERIFICATION FORM
Please send the below email to PMI & the Insurance Agent. If you select ‘send’ the email will open up in your mail client filled with the below information.
Ensure owner has logged in to portal/set up banking and enter all form/data into PW, create appropriate billing tasks and melds.
Per the PMA, the owner has 15 days to add us as an additional insured and for us to get their insurance certificate.
SEND THE BELOW REMINDERS TO THE AGENT
OR
ASSIGN THIS TASK TO THE AGENT
Before going to the property make sure to have the below items:
Complete Marketing. This task should only be done after the Rent Ready Final Inspection is complete.
Transfer necessary utilities into your company’s accounts
Need to determine first, if there is a tenant.
If the property is vacant, all utilities are turned on in our name immediately.
If a tenant exists, we will not turn on any utilities unless specifically directed to do so.
Send a confirmation email to the owner that we received the SD.
The Owner has the security deposit:
The Previous PM has the security deposit:
Once the SD is received from the previous Property Manager, do:
Once the SD is received from the previous Property Manager, do:
Schedule and compete inspection only after:
Overview on Inspections the PMiWAY
1) Complete Onboarding Inspection in Z-Inspector.
2) Generate a recommended scope of work to bring the property to rent ready status. Upload that scope in this work order.
3) Meet with Owner (phone, zoom, or in person at property) to discuss the scope, quote, etc. Make any final updates to the scope, and submit for approval.
4) Once approved, complete all work within scope. Submit invoice that will be approved only after the Rent Ready Inspection has been completed.
Repairs and Turn Maintenance competed, see PMiWAY for more detailed instructions:
Follow PMiBOOKS task of ‘entering invoices’:
Owner Reserve/Contribution will be handled upon collection of rent – through portal ideally